5 min read

Estimating Software Development for Non-Technical Stakeholders

When it comes to software development, one of the biggest challenges is explaining the time and cost estimates to non-technical stakeholders. These are the people who may not understand the ins and outs of coding, databases, or technical jargon but who need to know how long a project will take and how much it will cost. This can be tricky because software development is often complex and unpredictable. But with the right approach, you can help non-technical stakeholders understand the process and set realistic expectations.

Why Software Estimation is Challenging

Before we dive into how to estimate software development for non-technical stakeholders, it’s important to understand why it’s so challenging in the first place:

  1. Complexity of Software Projects
    Software projects can be incredibly complex. Even small changes or additions can lead to significant increases in time and cost. For someone without a technical background, it can be hard to grasp why something seemingly simple can take so long to develop.
  2. Unpredictable Factors
    There are many unpredictable factors in software development. Bugs can pop up unexpectedly, third-party tools may not work as expected, and requirements can change. These factors can cause delays that are difficult to predict in advance.
  3. Lack of Technical Knowledge
    Non-technical stakeholders may not have a clear understanding of what goes into building software. Without this knowledge, they might have unrealistic expectations about how quickly things can be done or how much effort is required.

How to Estimate Software Development for Non-Technical Stakeholders

Now that we’ve looked at why software estimation is challenging, let’s talk about how you can make the process easier for non-technical stakeholders to understand.

  1. Start with a Clear Scope
    Before you can give an accurate estimate, you need to have a clear understanding of the project scope. This means knowing exactly what features are needed, how they should work, and what the end goal is. It’s crucial to get everyone on the same page about what is being built. A tool like Scopilot.ai can be incredibly helpful here. Scopilot.ai assists with product scoping and definition by generating detailed descriptions of software modules, features, and user stories. This can help you clearly define the project before you even start estimating.
  2. Use Simple Language
    When discussing estimates with non-technical stakeholders, avoid using technical jargon. Instead, explain things in simple terms. For example, instead of saying “We need to refactor the codebase,” you might say, “We need to clean up and reorganize the existing code to make sure the new features work correctly.” Simple explanations can go a long way in helping non-technical people understand what’s involved.
  3. Break It Down
    Rather than giving a single, large estimate for the entire project, break it down into smaller parts. Explain what each part involves and how long it will take. For instance, if you’re building a website, you could break it down into tasks like “designing the homepage,” “building the user login system,” and “setting up the database.” Breaking it down helps stakeholders see where the time is going and understand that not everything can be done at once.
  4. Provide Examples
    If possible, provide examples from past projects to help illustrate your estimates. For example, you could say, “On a similar project, it took us three weeks to build a user login system because we needed to ensure it was secure and easy to use.” Real-world examples can help make your estimates more relatable and easier to understand.
  5. Discuss the Unknowns
    Be upfront about the unknown factors that could affect the timeline or cost. Explain that in software development, unexpected issues often arise, and while you’ll do your best to estimate accurately, there’s always a chance that something could take longer than expected. This helps set realistic expectations and prepares stakeholders for potential changes.
  6. Use Visual Aids
    Visual aids like timelines, flowcharts, or even simple diagrams can help non-technical stakeholders understand the process better. For example, you could create a timeline showing the different phases of the project, such as planning, development, testing, and deployment. This gives a clear picture of how the project will progress and when different milestones will be reached.
  7. Regular Updates
    Keep non-technical stakeholders in the loop with regular updates. If the project scope changes or if there are delays, let them know as soon as possible. Regular communication helps prevent surprises and ensures that everyone is on the same page. If you’re part of a software agency, you can use Scopilot.ai to share the project scope and updates with clients, making it easier to communicate any changes and keep the project on track.
  8. Explain the Benefits of Quality
    Sometimes, non-technical stakeholders might push for faster delivery at the expense of quality. It’s important to explain why taking the time to do things right is crucial. For example, you might say, “If we rush this feature, there’s a higher risk of bugs, which could lead to more time spent fixing issues later on.” Emphasizing the long-term benefits of quality can help stakeholders understand why some tasks can’t be rushed.

The Role of Scopilot.ai in Estimation

Scopilot.ai is a valuable tool for improving the software estimation process, especially when working with non-technical stakeholders. By generating detailed definitions of software modules, features, user stories, and even user screens and database schemas, Scopilot.ai helps create a clear and comprehensive project scope. This clarity makes it easier to provide accurate estimates and ensures that everyone, regardless of their technical background, understands what the project involves.

Additionally, Scopilot.ai allows you to share the project with clients and other stakeholders, which is particularly useful if you’re working in a software agency. This sharing feature helps ensure that everyone is aligned on the project’s goals and scope, reducing the chances of misunderstandings and scope creep.

Conclusion

Estimating software development for non-technical stakeholders doesn’t have to be a daunting task. By using simple language, breaking down the project into smaller tasks, and being transparent about the unknowns, you can help stakeholders understand the process and set realistic expectations. Tools like Scopilot.ai can make this process even smoother by providing clear project scopes and making it easy to share updates with clients.

Remember, the key to successful estimation is communication. By keeping non-technical stakeholders informed and involved throughout the project, you can build trust, avoid surprises, and ensure that everyone is satisfied with the final product.